R. V. FELLOWSHIP OF ROTARIANS, INC
Annual Meeting in Nashville, TN
Wednesday May 24, 2006
Board Meeting Minutes
Meeting was called to order at 10:00 A.M. by President Jim Smith
Directors present were: Carter Wind, Al Brieger, Chuck Ward, Mike Pinson, Reba Lovrien, and Bob Scott
Minutes of 2005 meeting were discussed and a motion was made by Bob Scott to accept them as written. Motion was seconded by Al Brieger and all voted in favor.
The treasurers report was distributed to all and it was thoroughly explained by treasurer Carter Wind. Motion made to accept the report was made by Mike Pinson, seconded by Reba Lovrein and motion carried.
A report was made on the annual rally in Nashville by Jim Johnson, the wagonmaster. All felt that the rally was going extremely well having been well planned by wagonmaster Jim and his wife, Alice. Thanks for a job well done.
Membership report was given by yours truly, Jerry Haley. Total membership stands at 417 which is down slightly from last year. A discussion was held about communication within the fellowship. There was a concern that those without computers may be out of the loop and another concern was that some people are not getting the mailings from the fellowship, such as the Caravanner and the roster. A commitment was made that we will not exclude anybody without a computer and the membership chairman is always open to any problems that may occur with the mailings. A further discussion was held on sending the roster by first class mail in order to have it forwarded. The additional cost would be in the $400 range so it was tabled till the next meeting.
Another discussion on insurance was held. Some members thought that liability insurance is not important. Others thought that it was as directors need “umbrella liability” insurance to protect themselves from lawsuits and some people do not carry that coverage. It was thought that we should have Directors and Officers coverage so Jerry Haley will look into the cost for that and report that to Pres. Jim.
Large discussion held on by-law changes. Motion made by Mike Pinson the accept the changes as printed by Dick Roberts and amended at the meeting. Mothion seconded by Reba Lovrein and the motion carried. Here are the changes as amended at the annual meeting and written by Past President Dick Roberts:
NOTE. In this proposal, items to be deleted are indicated in italics, items to be added are indicated in bold font. A series of periods ….. is used to indicate that existing words remain, and are presented in the interest of shortening this document. Where there are no changes proposed, it is so indicated. The proposal is current through May 29, 2006, AND INCLUDES THE THREE AMMENDMENTS MADE BY THE BOARD 5-24-06.
BYLAWS OF THE
RECREATIONAL VEHICLE FELLOWSHIP
OF ROTARIANS, NA, INC.
ARTICLE I – NAME
Section 1. No Change
Section 2. The registered office of the Corporation shall be in New Mexico, USA. The current registered agent is James K. Wheatley, 202 Cabeza Negra Court, Rio Rancho, New Mexico, 87124. and the registered agent is James K. Wheatley.
ARTICLE II –SEAL
No change
ARTICLE III - PURPOSES
Section 1. The purpose …..shall be: (1) to promote fellowship and friendship among all Rotarians and spouses of Rotarians who enjoy …..; (2) …..among Rotarians, their Rotary families and friends …..; (3) No change.
Section 2. No change
ARTICLE IV – MEMBERS
Section 1. No change
Section 2. Memberships …..All Rotarians in good standing with a Rotary Club, and their spouses, shall be eligible for membership. The use of a gold card (to provide a member members who pay …..Directors.
Section 3. Joint memberships may be issued to husband and wife, upon request. Joint members Rotarians and spouse members shall may cast a single vote one vote each at any membership meeting and shall pay a single membership fee. Separate memberships may be extended to a spouse of a Rotarian, if requested. The current membership shall continue for the spouse of a deceased Rotarian. At the expiration of the membership, such separate member shall then be required invited to pay annual dues and to continue to be accorded voting rights.
ARTICLE V – ELECTION OF DIRECTORS AND OFFICERS
Section 1. No change
Section 2. No change
Section 3. No change
Section 4. No change
Section 4. (1) A President, who shall be an active Rotarian, who shall serve ….. two years of service on the Board as President Elect.
Section 4. (1), (a) The President shall serve as a non-voting member-at-large of the RI Fellowships Committee.
Section 4. (2) No change
Section 5. No change
Section 6. No change
Delete the entire parenthetical paragraph at the conclusion of Article V.
ARTICLE VI – BOARD OF DIRECTORS
Section 1. The governing body. . . . . Article IV V, Sections 1 through 3 4, of these By-Laws and the immediate Past President.
Section 2. The Board…..nor any rule of law. Such rules and regulations must be in harmony with RI policy, including the use of the Rotary Mark.
Section 3. A meeting of the Board of Directors shall be held during the Annual Membership Rally. See Article IX regarding other meetings of the Board of Directors. Meetings of the Board of Directors may be held at any time and place by unanimous consent and without notice, otherwise upon ten (10) days notice to each Director. Balloting by mail or phone is also authorized, if so ordered by the President and approved by a majority of the Board of Directors.
Section 4. No change
Section 5. No change
Section 6. No change
Section 7. No change
Section 8. The Directors …. not in conflict with RI policy or any …..membership
ARTICLE VII – OFFICERS
Section 1. No change
Secton 2. The duties …… However, the duties of the Secretary shall include …..correspondence, and filing and preservation of Fellowship records, as well as filing the newsletter and other important fellowship communications and documents with the RI General Secretary. The Treasurer shall ….. editorial staff.
Section 3. . All officers ….. serve as Wagonmaster at these rallies or appoint work with another member …..capacity.
Section 4. No change
ARTICLE VIII – MEETINGS NEWSLETTER AND WEB SITE
Section 1. The Fellowship shall publish a newsletter, entitled The Caravanner, quarterly in January, April, July, and October. The newsletter (which may be distributed by electronic means to members who indicate a desire to receive it by such means) will be distributed to members of the Fellowship in good standing.
Section 2. The Fellowship may maintain a Web Site (rvfellowshipofrotary.org) which can be used to provide improved communications within the Fellowship, assist in rally registrations, and make available information to Rotarians and their spouses who are not yet members of the Fellowship.
Section 3. Both the newsletter and the web site shall prominently display this statement. “The Recreational Vehicle Fellowship of Rotarians, NA, Inc. is not an agency of, or controlled by, Rotary International.”
ARTICLE VIII – MEETINGS ARTICLE IX - MEETINGS
Section 1. In those years. . . . . held at or near the convention site, at a time and place that does not interfere with the proceedings of the convention. , and during the convention, at a time and place, at or near the convention site. The precise time, date . . . . . published in The Caravanner.
Section 2. No change
Section 3. No change
Section 4. No change
Section 5. No change
ARTICLE IX X – COMMITTEES
Section 1. There shall be . . . . . activities what that will stimulate . . . . . by the Board.
Section 2. There shall be a Projects Committee, appointed by the President, consisting of a Past President not serving on the Board of Directors, a member of the Board of Directors, and a member-at-large. The duties of the Committee shall be to recommend any service project, activity or donation of or by the Fellowship to the Board of Directors. Before carrying out the service project, activity, or making the donation, it must be approved by nine (9) of the thirteen (13) member Board.
(a) At the time of the adoption of this Section, ____(mo.) ____(day) ____(yr.), the Fellowship is supporting one project, the Highway Safety Project, at approximately a US$2500 per year level.
(b) The Board of Directors may place a limit on the number or type of service projects, activities or donations that may be recommended to the Board for approval.
Section 2. Section 3. The President …..tenure.
ARTICLE X ARTICLE XI - FISCAL AFFAIRS AND REPORTS
Section 1. No change
Section 2. The annual dues shall be $15 or $70 for five years unless otherwise determined by the Board of Directors, consistent with the well being of the Fellowship.
(a) The dues must be of a reasonable amount and limited to that amount necessary to cover the administrative costs of the Fellowship. The use of dues will be disclosed in the Fellowship’s governing documents and in its membership application materials.
(b) Dues will be used to cover the expenses of preparing and distributing the newsletter (The Caravanner), of maintaining the web site (rvfellowshipofrotary.org), of preparing and processing new member applications, of preparing and distributing the membership roster, of purchasing materials for the proper functioning of the Secretary and the Treasurer, and for such Fellowship-related out-of-pocket expenses in excess of $25 that are incurred by the officers of the Fellowship.
(c) Further use of dues must be approved by the Board of Directors and must be added to these bylaws by the amendment process.
Section 3. No change
Section 4. No change
Section 5. Unless otherwise . . . . . Treasurer or President or President Elect and drawn on the Corporate Bank Account.
Section 6. An annual report of activities shall be provided to the membership as of the end of the fiscal year (June 30th). The report shall be published in the October Caravanner, (and may be published on the web site,) and shall be submitted to the RI General Secretary by October 1st. In addition to a report of activities, the report shall contain
(a) The amount of membership dues and how the dues were expended.
(b) A financial statement showing revenues and expenditures for the past Rotary/Fellowship fiscal year.
(c) A statement of funds on hand.
ARTICLE XI ARTICLE XII - AMENDMENTS
No change
ARTICLE XII ARTICLE XIII – OTHER
Section 1. Reference ….. between Rotary International and this Association Fellowship other than that the Association Fellowship is a recognized entity with within Rotary Recreational and Vocational Fellowships of Rotary International, operating in accordance with its rules regulations and decisions as members of Rotary International the Rotary Code of Policies, section 43.010 Rotary Fellowships.
CERTIFICATE
I, Fred Royce Robert E. Craig, Secretary ….. as of this, the ____day of ____, 2006.
________________
Robert E. Craig
Future annual meeting rallies were addressed by Al Brieger. He passed out a document that showed the annual rally locations for the next few years. The annual rally in 2007 of course will be in conjunction with the RI Convention in Salt Lake City. The rally will be from 6/13/07 to 6/15/07 and the convention will run from 6/17 to 6/20.
President Jim announced that we need a new director for the Western Zone to replace Doug Hill who passed away since the last meeting.
Motion made by Mike Pinson to adjourn at 12:12 P.M. Second by Al Brieger and the motion carried.
Respectfully submitted by: Jerry Haley for Bob Craig.